National Archives and Records Administration, Acquisitions Services Division (NAA), 8601 Adelphi Road, Room 3360, College Park, MD 20740-6001

70 -- ELECTRONIC RECORDS MANAGEMENT APPLICATION SOFTWARE WITH AUTOMATIC RECORDS FILING PROCESS AND ASSOCIATED INTEGRATION, INSTALLATION, TECHNICAL SERVICES AND SUPPORT-SOURCES POC Santo Plater, (301)-713-6755 ext. 231 This is a Sources Sought Synopsis. The National Archives and Records Administration (NARA) intends to procure a pilot Records Management Application (RMA) test system that supports NARA's objective to analyze electronic records management practices and requirements. The required RMA includes, but is not limited to: 1) purchase of up to 30 software licenses of a DOD 5015.2-STD certified RMA product and a hardware system to contain the RMA; 2) system integration/installation/deployment, 3) testing, 4) startup and training support, 5) data collection and analysis, 6) six months of maintenance and support, and 7) reports and documentation. The government intends to release a solicitation for this requirement on a Sole Source basis per FAR 6.302-1(a)(1), "Only One Responsible Source." Provenance Systems, Inc., 1401 Wilson Boulevard, Suite 1050, Arlington, VA 22209, is the intended source. Due to the unique, complex, and proprietary nature of this procurement there is a reasonable basis to conclude that the materials and services required are only available from this source and no other type materials or services will satisfy agency requirements. A Time and Materials contract type is contemplated. The projected period of performance for the proposed effort is 01 Oct. 2000 through 01Aug. 2001. For planning purposes, the Government anticipates the release of an RFP for this requirement early in the 4th Qtr FY2000. The primary objective of the RMA program is to analyze electronic records management practices and requirements. NARA will focus on its internal record keeping practices and requirements during the pilot phase, interpolate lessons learned from that experience, and share them with other federal agencies. The following requirements are mandatory. The RMA architecture must be capable of being deployed in a fully 3-tiered architectural environment. This implies separation of the user interface, application code, and data components into independent hardware and software layers. The RMA must be DOD 5015.2-STDcertified. The RMA must have records management functionality exclusively vice a combined electronic document management functionality with records management functionality. The RMA must contain an auto records filing process which provides the following capabilities: (1) provides authorized individuals with the capability to designate specified end user storage environments as targets for automatic records filing; (2) provides authorized individuals with the capability to "train" the automatic records filing component to ingest and properly file records; (3) provides the ability to differentiate between copies of the same record filed via the human initiated and the automatic records filing methods, for the purpose of comparing the capture and accuracy rates of the two groups of records; and (4) provides the capability to run automatic records filing concurrently with the human initiated mode. It is not required, but preferable that automatic records filing be run in "background" mode, transparent to the end user. Interested firms must possess capabilities to meet the mandatory requirements. Responsible sources interested in this procurement shall submit a capabilities statement that clearly and convincingly identifies their capabilities. In addition, potential sources must substantiate their capability with the following supplemental information: technical data, design, brochures, training manuals, price list, catalog pricing, terms and conditions, delivery schedule, etc. The sources must be prepared to provide a live demonstration of their product's capability to meet the mandatory requirements. If these items are available under a GSA schedule, please provide the contract schedule and information. All responses must be received no later than 2:00 PM EST within 10 calendar days of the date of this CBD publication. Interested firms must submit their complete response, not to exceed 10 single sided pages, plus supplemental information, to the attention of the contracting officer. Responses should be mailed to the above address. Facsimile responses will not be accepted. All responses from responsible sources submitting the required information will be fully considered. All questions must be faxed to (301) 713-6910. As a result of analyzing responses to this sources sought synopsis the contracting officer may determine that the action may be competed. Responsible firms responding to this sources sought synopsis will be considered if the action is competed. The anticipated SIC code applicable to this action is 7372, $18M. Potential sources should specify if they are small or small disadvantaged business..***** Posted 06/07/00 (W-SN462326). (0159)

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